Proxy Approvals

Standard users can use the Proxy Approvers page to set up proxy approval schedules for themselves, view their current proxy approval schedules, and to review their historical proxy approvals.

By setting up a proxy approval schedule, you specify a time frame when you are unavailable and want the proxy approver to manage your approvals. During the proxy approval time frame, purchase orders and purchase requisitions appear on both your and your proxy approver's My Approvals page until all items have either been approved or declined.

To open the Proxy Approval page:

1. Access the Approvals module by clicking the Approvals link at the top of the page.

   The My Approvals page opens.

2. Click the Set Up Proxy Approvals link.

Add a Proxy Approval

Adding a proxy approval defines a stand-in approver for you during a specified time period. To add a proxy approval:

1. Open the ADD PROXIES pane.

2. To define a purchase requisition proxy approval:

   1. If you have Edit Proxy Approver security rights, click the PR Proxy Approver Select link to select the user who should server as the proxy approver.

      If the proxy approver name is displayed as static text, you do not have editing rights and must accept the defined default proxy approver. After you make a selection, the selected user's approval level appear.

   2. Select the PR Proxy Approver check box

3. To define a purchase order proxy approval:

   1. If you have Edit Proxy Approver security rights, click the PO Proxy Approver Select link to select the user who should server as the proxy approver.

      If the proxy approver name is displayed as static text, you do not have editing rights and must accept the defined default proxy approver. After you make a selection, the selected user's approval level appear.

   2. Select the PO Proxy Approver check box .

4. Specify the Datesduring which the proxy approval is in effect by clicking the calendar icons.

   You must specify a valid date range.

5. Click ADD.

   The proxy approval records are added to the Active Proxy Schedule list.

Active Proxy Schedule

The Active Proxy Schedule pane displays all proxy approvals that are currently in place or will take place in the future. For each approval record the following information is listed:

• Employee – the name of the user the proxy approval record has been created for
• Approval Type – the type of approval, either purchase order or purchase requisition
• Approval Level – the approval level of the original user
• Proxy Approver – the name of the user who will serve as the proxy approver
• Approval Level – the approval level of the proxy approver
• Start Date – the date when the proxy approval schedule starts
• End Date – the date when the proxy approval schedule ends

You can sort the table by clicking any of the column headings and use the navigation controls at the bottom of the table to skip between pages. The Proxy Filter menu allows you to narrow the set of proxy approval records that are displayed. Select one of the following values:

• All Proxies – display all active proxy approval records for all users
• Assigned to Others – display all active proxy approval records created for you
• Assigned to Me – display all active proxy approval records where you are the proxy approver for someone else

Historical Proxy Schedule

The Historical Proxy Schedule pane displays all proxy approvals that have ended. For each approval record the following information is listed:

• Employee – the name of the user the proxy approval record was created for
• Approval Type – the type of approval, either purchase order or purchase requisition
• Approval Level – the approval level of the original user
• Proxy Approver – the name of the user who served as the proxy approver
• Approval Level – the approval level of the proxy approver
• Start Date – the date when the proxy approval schedule started
• End Date – the date when the proxy approval schedule ended

You can sort the table by clicking any of the column headings and use the navigation controls at the bottom of the table to skip between pages. The Proxy Filter menu allows you to narrow the set of proxy approval records that are displayed. Select one of the following values:

• All Proxies – display all historical proxy approval records for all users
• Assigned to Others – display all historical proxy approval records created for you
• Assigned to Me – display all historical proxy approval records where you were the proxy approver for someone else

System administrators and users with Approval Admin security rights can use the Proxy Approvers page to set up proxy approval schedules for themselves or for other users, end or delete active proxy approval schedules, and view both the current and historical proxy approval schedules for all users.

When you set up a proxy approval, you select the user who serves as the proxy approver and specify a time frame during which the proxy approval is in place. For example, Manager A might be a proxy approver for Manager B during the month of December while Manager B is out of the office. The user you select as the proxy approver should have the same or a higher approval level as the original employee. You can define multiple proxy approvers for an employee, and the approvals can be in place for the same or overlapping time frames.

When you define proxy approvers, purchase orders and purchase requisitions requiring an employee's approval appear on the My Approvals page of both the original employee and all proxy approvers until all items have either been approved or declined. This allows multiple users to complete the approval process, if needed.

Note:

You should ensure that the selected proxy approver has access to the properties the original employee has access to. Each proxy approver's My Approvals page will only display approvals for the properties he or she has access to.

All purchasing approval restrictions set up on the Purchasing Configuration Options page (for example, Allow PO Self-Approval and Restrict PO Editors from Approving) apply to proxy approvers.

To open the Proxy Approval page:

1. Open the Administration Menu page.

2. Under the APPROVAL ADMINISTRATION heading, click Proxy Approvals.

   The current active proxy approval schedule displays by default. In addition, a link to the Default Proxy Approvers page appears, allowing you to set up each user's default proxy approvers.

Add a Proxy Approval

Adding a proxy approval defines a stand-in approver for an employee for a specified time period. To add a proxy approval:

1. Open the ADD PROXIES pane.

2. Click the Employee Select link to select the user you are creating the proxy approval for.

   If default proxy approvers have been defined for the employee, they are displayed.

3. Click the PR Proxy Approver Select link to select the user who should server as the proxy approver for purchase requisitions.

   Only users that have the same or a higher approval level are displayed. After you make a selection, the selected user's approval level is displayed. Once you select a user, his name and approval levels are displayed and the PR Proxy Approver check box is selected.

4. Click the PO Proxy Approver Select link to select the user who should server as the proxy approver for purchase orders.

   Only users that have the same or a higher approval level are displayed. After you make a selection, the selected user's approval level is displayed. Once you select a user, his name and approval levels are displayed and the PO Proxy Approver check box is selected.

5. Click the TC Proxy Approver Select link to select the user who should server as the proxy approver for time cards.

   After you make a selection, the selected user's name is displayed and the TC Proxy Approver check box is selected.

6. Specify the Datesduring which the proxy approval is in effect by clicking the calendar icons.

   You must specify a valid date range.

7. Click ADD.

   The proxy approval record is added to the Active Proxy Schedule list.

Active Proxy Schedule

The Active Proxy Schedule pane displays all proxy approvals that are currently in place or will take place in the future. For each approval record the following information is listed:

• Employee – the name of the user the proxy approval record has been created for
• Approval Type – the type of approval: TimeCard Approval, PO Approval, or PR Approval
• Approval Level – the approval level of the original user
• Proxy Approver – the name of the user who will serve as the proxy approver
• Approval Level – the approval level of the proxy approver
• Start Date – the date when the proxy approval schedule starts
• End Date – the date when the proxy approval schedule ends

You can sort the table by clicking any of the column headings.

A Proxy Filter menu is displayed if an Employee is selected in the Add Proxies pane. This filter allows you to narrow the set of proxy approval records that are displayed. Select one of the following values:

• All Proxies – display all active proxy approval records for all users
• Assigned to Others – display all active proxy approval records where the selected user is the original user a proxy approval was created for
• Assigned to Me – display all active proxy approval records where the selected user is the proxy approver for someone else

End or Delete a Proxy Approval

Active proxy approval records can be ended or deleted, if needed.

• If the proxy approval schedule has started, you can END it. Ending a proxy approval stops it and moves it to the Historic Proxy Schedule pane.
• If the proxy approval schedule has not yet started, you can DELETE it. Deleting a proxy approval deletes it completely from the system.

When a proxy approval record is ended or deleted, all associated purchase orders or purchase requisitions are removed from the My Approvals page of the former proxy approver. You cannot edit a proxy approval record. If you need to make changes to it, you should delete the old record and create a new one.

To end or delete a proxy approval record:

1. Locate the proxy approval record in the Active Proxy Schedule pane.

2. Click END or DELETE.

   A dialog box opens asking you to confirm your choice.

3. Click OK.

Historical Proxy Schedule

The Historical Proxy Schedule pane displays all proxy approvals that have ended. For each approval record the following information is listed:

• Employee – the name of the user the proxy approval record was created for
• Approval Type – the type of approval: TimeCard Approval, PO Approval, or PR Approval
• Approval Level – the approval level of the original user
• Proxy Approver – the name of the user who served as the proxy approver
• Approval Level – the approval level of the proxy approver
• Start Date – the date when the proxy approval schedule started
• End Date – the date when the proxy approval schedule ended

You can sort the table by clicking any of the column headings.

A Proxy Filter menu is displayed if an Employee is selected in the Add Proxies pane. This filter allows you to narrow the set of proxy approval records that are displayed. Select one of the following values:

• All Proxies – display all historical proxy approval records for all users
• Assigned to Others – display all historical proxy approval records where the selected user was the original user the proxy approval was created for
• Assigned to Me – display all historical proxy approval records where the selected user was the proxy approver for someone else